How many staff will be accessing the database? I have talked to Jodee and we have preliminarily agreed that we would have one database (where staff using it will have access) and maybe 2 staff with their own PDA will sync data to that database. Can you please confirm? At this stage I am assuming that the database will be stored on a college PC. Sue does this have to be done on a network drive or can that be on a local drive. We will also need to look at who will do the back up?Jodee, will you be entering the data? Initially there will be a bit to do, but once it has been set up it should be ok.
Annelieske I think that the database should on a network drive so that it is readily accessible by everyone. It also means that there is less risk of losing the database. Annelieske
Jodee
Two will access the database for assessment and various for trial I presume.
Yes, one database and verious PDA's
Lis
Seeing that more than one staff is going to use this, do you need know which staff did which assessment? Or maybe a staff is looking after a student? Jodee: No can tell by the signature, doesnt matter who assesses them as long as they sign.
Question 2
Just to confirm these students are enrolled for 1 or 2 years? At the end of this time do you want this data to be archived? And if so will every student be taken out of the database and then new students be put in?
Jodee:
Yes students are enrolled for a two year program. Data would need to be archived (for records). With the database change for each set of students we need to discuss. The second or phase 2 of the program is not confirmed, its expected students will be in the industry and school for phase two, therefore we are not required to assess them on anything. Assessing will be phase 1 (year 1) only at this stage.
Lis:
How many students are we talking about each year? And is there a new intake mid semester?
We should attach a year to the assessment, for the database at least, as the pda data will really only hold the current students?
Jodee, We are talking about 18 students per year. No new intake mid year. Yes a year would be great.
Question 3
Sue has suggested that maybe we need to have the Critical Aspect linked to the Assessment Tool on the PDA? In my discussion with Jodee it was been decided that it would not be needed as there could be several units attached to one Assessment Tool and it would complicate the PDA application. Documentation with mapping would be held in the office for audit purposes. Jodee was going to discuss this with Andrea.
Jodee: Have discussed with Andrea - critical aspects not required, it is all mapped and on record in our AQTF delivery files. The tasks itself includes the critical aspects.
Question 4
Is every student going to do the same tools? Jodee: Yes
Jodee said that each student would do the same tools and the only thing needed was the “type” of visit (Beauty, Hairdressing or classroom). Jodee: Yes
Question 5
Do you need both student and assessor signatures at the contact details and also in the Assessment part? Jodee: Just the assessment part I think.
Lis:
Student and Assessor signature for the assessment. Only student signature for the contact?
Jodee:
Just for the assessment I think.
Question 6
On the flow diagram it had the type of Contact, is that required and if it is what types are needed?
Lis: Rhoda's application has a contact type, ie. In Person, Email,Phone.
Do you require something similar?
Jodee: Contact type would then be "visit" or phone call.
Question 7
Will you need the employers name on the PDA or is the type of visit (Beauty, Hairdressing or classroom) enough?
Jodee:
Employers name will be recorded on "workplacement" tab wont it? and then in that workplacement tab we have listed, beauty , hairdressing, classroom.
Lis:
The employers name is to be recorded on the workplacement tab, meaning that t is attached to the contact? What data do you need for the employer Do you want to have the type (Beauty, Hairdressing or classroom) listed under both contact and assessment or just under contact?
Jodee: Yes, and Salon Name, Address, Phone, Other
Question 8
Is a date required for the Assessment? Jodee: Yes
Question 9
What kind of reports do you need from the database?
Jodee:
Assessments demonstrated, what student, when, result.
Lis:
As far as the report(s) is(are) concerned: you just want a listing of all students, the Assessment demonstrated, the overall result and date? How do you want this grouped by, eg. Assessment Tool, student, Results. One or more of these.
Do you also want the result of the individual assessment items (eg. greet client, clarify treatment) on that report or on a separate report?
JodeeL Yes that grouping is sufficient I think. WIth the report for the assessment result, I think a summary is sufficient.
Database Structure
Please confirm if this is correct!
1. The following information will be entered into the desktop database:
Student information
Student ID
First name
Surname
Year
Salon Information
Salon Name
Street Address
Suburb
Postcode
Phone
Other
The assessment Tools and details, this has the
Assessment Tool Number (eg. Assessment Tool 1)
Assessment Heading (eg “Receive, direct and prepare a client for a service in a salon”)
Attaching the assessment Tools to the student and what Assessment type it is (eg Beauty, Hairdressing, classroom). This will then also attach the right Assessment items (to be automated).
Jodee: Yes
2. This then will then be synced to the PDA, which can then be taken on the road. Jodee: Yes
3. The following information will be entered onto the PDA:
Contact visits for the student
Date
Details
Salon Name
Contact type (visit or phone call)
No signatures required here
Jodee; Yes
Assessment of the Assessment Tool for each student
Student Name
Lecturer Name (time permitting)
Assessment Tool Number (eg. Assessment Tool 1)
Assessment Heading (eg “Receive, direct and prepare a client for a service in a salon”)
Assessment Items (eg Greet Client, Clarify treatment, prepare tools etc.) with the tick box for each
Overall Satisfactory or not
Comments for the complete Assessment Tool
Student and Assessor Signatures for the Assessment
Jodee: Yes
4. This then will be synced back to the desktop Jodee: Yes
5. Reports can then be produced, these are to be confirmed Jodee: Yes
Reports to be produced
List of students, their assessments and results, sorted by student name
Sign Off
If everyone is happy with this, can we sign off this design then?
Please indicate your acceptance here:
Notes
Lis: As you can see there is lots to think about, but I think we are getting there.
Please let me know as soon as possible if you find/see a flaw with our design so far. Once we have agreed on something I have have built it some changes can mean a whole rewrite.
Table of Contents
Question 1
How many staff will be accessing the database? I have talked to Jodee and we have preliminarily agreed that we would have one database (where staff using it will have access) and maybe 2 staff with their own PDA will sync data to that database.Can you please confirm? At this stage I am assuming that the database will be stored on a college PC. Sue does this have to be done on a network drive or can that be on a local drive. We will also need to look at who will do the back up?Jodee, will you be entering the data? Initially there will be a bit to do, but once it has been set up it should be ok.
I think that the database should on a network drive so that it is readily accessible by everyone. It also means that there is less risk of losing the database. Annelieske
Two will access the database for assessment and various for trial I presume.
Yes, one database and verious PDA's
Seeing that more than one staff is going to use this, do you need know which staff did which assessment? Or maybe a staff is looking after a student?
Jodee: No can tell by the signature, doesnt matter who assesses them as long as they sign.
Question 2
Just to confirm these students are enrolled for 1 or 2 years? At the end of this time do you want this data to be archived? And if so will every student be taken out of the database and then new students be put in?Yes students are enrolled for a two year program. Data would need to be archived (for records). With the database change for each set of students we need to discuss. The second or phase 2 of the program is not confirmed, its expected students will be in the industry and school for phase two, therefore we are not required to assess them on anything. Assessing will be phase 1 (year 1) only at this stage.
How many students are we talking about each year? And is there a new intake mid semester?
We should attach a year to the assessment, for the database at least, as the pda data will really only hold the current students?
Question 3
Sue has suggested that maybe we need to have the Critical Aspect linked to the Assessment Tool on the PDA? In my discussion with Jodee it was been decided that it would not be needed as there could be several units attached to one Assessment Tool and it would complicate the PDA application. Documentation with mapping would be held in the office for audit purposes. Jodee was going to discuss this with Andrea.Jodee: Have discussed with Andrea - critical aspects not required, it is all mapped and on record in our AQTF delivery files. The tasks itself includes the critical aspects.
Question 4
Is every student going to do the same tools? Jodee: YesJodee said that each student would do the same tools and the only thing needed was the “type” of visit (Beauty, Hairdressing or classroom). Jodee: Yes
Question 5
Do you need both student and assessor signatures at the contact details and also in the Assessment part? Jodee: Just the assessment part I think.Student and Assessor signature for the assessment. Only student signature for the contact?
Just for the assessment I think.
Question 6
On the flow diagram it had the type of Contact, is that required and if it is what types are needed?Do you require something similar?
Question 7
Will you need the employers name on the PDA or is the type of visit (Beauty, Hairdressing or classroom) enough?Employers name will be recorded on "workplacement" tab wont it? and then in that workplacement tab we have listed, beauty , hairdressing, classroom.
The employers name is to be recorded on the workplacement tab, meaning that t is attached to the contact? What data do you need for the employer Do you want to have the type (Beauty, Hairdressing or classroom) listed under both contact and assessment or just under contact?
Question 8
Is a date required for the Assessment?Jodee: Yes
Question 9
What kind of reports do you need from the database?Assessments demonstrated, what student, when, result.
As far as the report(s) is(are) concerned: you just want a listing of all students, the Assessment demonstrated, the overall result and date? How do you want this grouped by, eg. Assessment Tool, student, Results. One or more of these.
Do you also want the result of the individual assessment items (eg. greet client, clarify treatment) on that report or on a separate report?
Database Structure
Please confirm if this is correct!1. The following information will be entered into the desktop database:
- Student information
- Student ID
- First name
- Surname
- Year
- Salon Information
- Salon Name
- Street Address
- Suburb
- Postcode
- Phone
- Other
- The assessment Tools and details, this has the
- Assessment Tool Number (eg. Assessment Tool 1)
- Assessment Heading (eg “Receive, direct and prepare a client for a service in a salon”)
- Assessment Items (eg Greet Client, Clarify treatment, prepare tools etc.)
- Attaching the assessment Tools to the student and what Assessment type it is (eg Beauty, Hairdressing, classroom). This will then also attach the right Assessment items (to be automated).
Jodee: Yes2. This then will then be synced to the PDA, which can then be taken on the road.
Jodee: Yes
3. The following information will be entered onto the PDA:
- Contact visits for the student
- Date
- Details
- Salon Name
- Contact type (visit or phone call)
- No signatures required here
Jodee; Yes- Assessment of the Assessment Tool for each student
- Student Name
- Lecturer Name (time permitting)
- Assessment Tool Number (eg. Assessment Tool 1)
- Assessment Heading (eg “Receive, direct and prepare a client for a service in a salon”)
- Assessment Items (eg Greet Client, Clarify treatment, prepare tools etc.) with the tick box for each
- Overall Satisfactory or not
- Comments for the complete Assessment Tool
- Student and Assessor Signatures for the Assessment
Jodee: Yes4. This then will be synced back to the desktop
Jodee: Yes
5. Reports can then be produced, these are to be confirmed Jodee: Yes
Sign Off
If everyone is happy with this, can we sign off this design then?Please indicate your acceptance here:
Notes
Lis: As you can see there is lots to think about, but I think we are getting there.Please let me know as soon as possible if you find/see a flaw with our design so far. Once we have agreed on something I have have built it some changes can mean a whole rewrite.